Difference between revisions of "Yearly Housekeeping"

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This page lists all the things the organization must do toward the end of the spring and during the summer in order to prepare for the upcoming school year. For each people to know section you can find contact info at [http://www.gatech.edu/directories.php GaTech Directory]
+
[[Category:Core]]
 +
This page lists all the things the organization must do toward the end of the spring and during the summer in order to prepare for the upcoming school year. 
  
==President==
+
For useful Georgia Tech contacts who can help you do some of these things, see [[People_To_Know|People To Know]].
  
==Vice president==
+
== Vice President ==
  
==Treasurer==
+
=== Shop Access ===
 +
Shop keys should be retrieved and redistributed on a semesterly basis.
  
==Secretary==
+
Buzzcard access should be managed by the following criteria:
  
==Public Relations Chair==
+
Access to external SCC doors should be provided to all dues-paying members.
If you need to print things see the ME media people (mainly Rona Ginsberg). They have a very fast 300dpi color laser printer, paper cutter, and auto paper folder. There is also a 300 dpi plotter that prints up to 42in wide on gloss or matte in both the library east commons and the student center crafts center. The plotters do cost money.
 
  
===People To Know===
+
Access to the common machining area and RoboJackets shop should be provided to all Core members, I.E., access should be given to members as soon as their names are added to the Core contact sheet, after attending their first Core meeting.
This should be updated at least yearly as some of these positions can change.
+
 
* School of Mechanical Engineering - Media Guru - Rona Ginsberg
+
To ensure these access groups are properly maintained, access should be revoked on a yearly basis, ideally close to dues deadline.
* Technique - Editor - Craig Tabita
+
 
* Institute Communications and Public Affairs - Media Relations Specialist - David Terraso
+
== Secretary ==
* College of Computing - Director of Communications - Stefany Wilson (Also RIM)
+
 
* College of Computing - Office of Student Services - Director of Diversity & Community - Giselle Martin
+
-Should help manage events, book classrooms and space for events, take meeting minutes, organize club documents, etc.
* School of Aerospace Engineering - Academic Advisor - Daurette Joseph (knows whats going on such as events)
+
 
* School of Aerospace Engineering - Academic Assistant - Rebekah Trout (manages email lists)
+
 
* School of Electrical and Computer Engineering - Manager, Undergraduate Academic Advising - Claudia Ford (manages email lists)
+
 
 +
== Public Relations Chair ==
 +
 
 +
=== Materials ===
  
===Materials===
 
 
These need to be maintained and updated every year. They should always have our website, the Presidents contact info and the PR contact info on it.
 
These need to be maintained and updated every year. They should always have our website, the Presidents contact info and the PR contact info on it.
  
=====Website and Gallery=====
+
===== Website and Gallery =====
 +
 
 
Make certain all officers and team leaders both have the necessary access and know how to post to the website. Also maker sure people who need to be able to post the gallery both know how to and have access as well. In addition to accessibility, keep them fresh, updated and alive.
 
Make certain all officers and team leaders both have the necessary access and know how to post to the website. Also maker sure people who need to be able to post the gallery both know how to and have access as well. In addition to accessibility, keep them fresh, updated and alive.
  
=====Mechanical Engineering Brochure=====
+
===== Mechanical Engineering Brochure =====
 +
 
 
This is a brochure that the ME department uses. They use this for one whole year and it is given out to prospective students, new students, possible sponsors (either to us or ME), visitors, and interested parties. This will also be given out by us at many events and should offer a good overview of who we are and what we did last year. To update this, talk to Rona Ginsberg and update the other things that are handed out that talk about us.
 
This is a brochure that the ME department uses. They use this for one whole year and it is given out to prospective students, new students, possible sponsors (either to us or ME), visitors, and interested parties. This will also be given out by us at many events and should offer a good overview of who we are and what we did last year. To update this, talk to Rona Ginsberg and update the other things that are handed out that talk about us.
  
=====Intro Event Hand Out=====
+
===== Intro Event Hand Out =====
Something about the size of a post card (maybe bigger). It should have our intro meeting time, date, location, logos of each event, the location of the SCC, and a short about us.  
+
 
 +
Something about the size of a post card (maybe bigger). It should have our intro meeting time, date, location, logos of each event, the location of the SCC, and a short about us.
 +
 
 +
===== Business Cards =====
  
=====Business Cards=====
 
 
Should have the contact info for the Pres, V Pres, website, and for your self since you are the contact for all thing media related.
 
Should have the contact info for the Pres, V Pres, website, and for your self since you are the contact for all thing media related.
  
=====List of Leaders and Contact Info=====
+
===== List of Leaders and Contact Info =====
 +
 
 
Once the new officers and if necessary new team leaders have been decided, you need to update the list of Leaders and Team Leaders. This list should have both the cell number and email address of each team leader and officer. This is needed by Sterling Skinner (man who is in charge of the SCC) and it needs to be posted in the electrical room.
 
Once the new officers and if necessary new team leaders have been decided, you need to update the list of Leaders and Team Leaders. This list should have both the cell number and email address of each team leader and officer. This is needed by Sterling Skinner (man who is in charge of the SCC) and it needs to be posted in the electrical room.
  
=====Shirts=====
+
===== Shirts =====
 +
 
 
Inventory all of the shirts and find out how many of each type and size. Figure out how many we need of each and get a quote.
 
Inventory all of the shirts and find out how many of each type and size. Figure out how many we need of each and get a quote.
  
===Events===
+
=== Events ===
 +
 
 
There are two important events that always happen and are a good source for new members. Also find out what else is going on around campus there will be more check with RIM and ME. Also look for department hosted socials to kick off the new school year these are great place to have a table and promote the RoboJackets. In addition, many schools have locations where you can put up a poster or some brochures.
 
There are two important events that always happen and are a good source for new members. Also find out what else is going on around campus there will be more check with RIM and ME. Also look for department hosted socials to kick off the new school year these are great place to have a table and promote the RoboJackets. In addition, many schools have locations where you can put up a poster or some brochures.
  
=====FASET=====
+
===== FASET =====
This is the freshman student orientation. There are six events and this is by far one of the best ways to meet new and incoming students.  
+
 
*1) In April the FASET application needs to be filled out and turned in
+
This is the freshman student orientation. There are six events and this is by far one of the best ways to meet new and incoming students.
*2) Handouts for Intro meeting
+
 
 +
#In April the FASET application needs to be filled out and turned in
 +
#RoboJackets Flyers
 +
#Laptops for collecting emails
 +
#Display
 +
 
 +
See [[HOWTO:_FASET]] for details
 +
 
 +
===== Grad Expo =====
 +
 
 +
This is for incoming grad students and happens only once in August.
 +
 
 +
*1) In May / June the application needs to be filled out and turned in.
 +
*2) Handouts for Intro meeting (see intro meeting for more)
 
*3) Brochure from ME dept
 
*3) Brochure from ME dept
 
*4) Display
 
*4) Display
Line 56: Line 79:
 
If funding allows try to have a giveaway (ie. a RJ T-shirt NOT POLO's)
 
If funding allows try to have a giveaway (ie. a RJ T-shirt NOT POLO's)
  
=====Grad Expo=====
+
===== Involvement Fair =====
This is for incoming grad students and happens only once in August.  
+
 
*1) In May / June the application needs to be filled out and turned in.
+
Usually held on Skiles Walkway during either first or second week of school in the middle of the day.
 +
 
 +
*1) App Due end of July / beginning of Aug.
 
*2) Handouts for Intro meeting (see intro meeting for more)
 
*2) Handouts for Intro meeting (see intro meeting for more)
 
*3) Brochure from ME dept
 
*3) Brochure from ME dept
 
*4) Display
 
*4) Display
  
If funding allows try to have a giveaway (ie. a RJ T-shirt NOT POLO's)
+
===== Introductory Meeting =====
  
=====Introductory Meeting=====
+
This one you have to setup and plan. It is suggested that you have it in the student center ballroom (because new students will at least know where the student center is located). It should also be on either the second or third week of class and not on Friday. Booking the event will cost some cash though not a lot (less than $100). Before the intro meeting you should visit each school ME, AE, EE, CS, etc and try to get the to spam their list about our meeting (around the first week of school). Once booked, the student center contact for events will need to meet with you about 2 to 3 weeks before hand to verify and make sure you are getting what we need.
This one you have to setup and plan. It is suggested that you have it in the student center ballroom (because new students will at least east know where the student center is located). It should also be on either the second or third week of class and not on Friday. Booking the event will cost some cash though not a lot (less than $100). Before the intro meeting you should visit each school ME, AE, EE, CS, etc and try to get the to spam their list about our meeting (around the first week of school). Once booked, the student center contact for events will need to meet with you about 2 to 3 weeks before hand to verify and make sure you are getting what we need.
 
  
 
You need at least
 
You need at least
* Powerpoint
 
* Short video
 
* Some robots
 
  
=====Other Events=====
+
*Powerpoint
 +
*Short video
 +
*Some robots
 +
*Pizza
 +
**Papa Johns offers a 30% discount for over 10 large pizzas or 7.99 a pie for over 10 larges
 +
 
 +
===== End-of-year Banquet =====
 +
 
 +
Once a year the club host an annual banquet to showcase our teams' accomplishments for the year to faculty, staff and students who are involved with RoboJackets. This event generally is centered around a presentation that is given by the officers and team leaders covering the club as a whole and each team. Food is also served in conjunction with the event.
 +
 
 +
You need at least:
 +
 
 +
*Updated Powerpoint and Video
 +
*Some Robots
 +
*Food
 +
*Event Space
 +
 
 +
[[RJBanquet|More information about the banquet]]
 +
 
 +
===== Other Events =====
 +
 
 
Look for things like departmental socials and other events. You should try and find out about these in advance of their announcement inorder to have enough time to prepare. So talk to the people above in the People To Know section in the summer.
 
Look for things like departmental socials and other events. You should try and find out about these in advance of their announcement inorder to have enough time to prepare. So talk to the people above in the People To Know section in the summer.
  
You need  
+
You need
* Display
+
 
* Brochure
+
*Display
* Robots
+
*Brochure
 +
*Robots
 +
 
 +
===== FIRST Kickoff =====
 +
 
 +
*[[FIRSTKickoff|Kickoff Information]]
  
=====FIRST Kickoff=====
+
===== FIRST Peachtree Regional =====
  
You need  
+
You need
* Display
 
* Brochure
 
  
=====FIRST Peachtree Regional=====
+
*Display
 +
*Brochure
  
You need
+
== Tool / Shop Master ==
* Display
 
* Brochure
 
  
==Tool / Shop Master==
+
=== Machines ===
  
==Technology and Computer Related==
+
==== Craftsman Bandsaw ====
Every computer except our web server dual boots with Windows XP Pro SP2 and Ubuntu.
 
===People To Know===
 
* Student Competition Center - Sterling Skinner
 
* Mechanical Engineering - Information Technology Specialist - Richard Duplessis
 
  
===Cleaning===
+
==== Ryobi Drill Press ====
The two cad machines need to be cleaned and updated editions of each software (if possible need to be installed
 
  
Note: The list below only applies to windows operating system.
+
==== [[MIG_Pak_10_Welder|MIG_Pak_10_Welder]] ====
  
'''Engineering Software List''' (this list only applies to the CAD machines)
+
== Technology and Computer Related ==
* Labview
 
* Autodesk AutoCAD
 
* Autodesk Inventor
 
* Autodesk Vault Server (only 1 machine)
 
* UGS Solidedge
 
* MatLab
 
* Solidworks
 
  
'''Basic Software'''
+
Each year, the IT committee should complete the following tasks
* Firefox
+
*Dust shop computers
* SmartFTP
+
*Wipe down monitors, keyboards, and mice
* Putty
+
*Evaluate any hardware needing replacement
* WinSCP
+
*Update the standard RoboJackets Windows Image
* OpenOffice
+
*Submit a budget proposal like project teams
* Aspell
 
* Inkscape
 
* HDGraph
 
* PrimoPDF Printer
 
* PDF Reader (Adobe or Foxit)
 
  
'''Other Software'''
+
See the RoboJackets IT Docs on GT github for more info
* MS Office
 
* Adobe Photoshop
 

Latest revision as of 21:32, 9 August 2018

This page lists all the things the organization must do toward the end of the spring and during the summer in order to prepare for the upcoming school year. 

For useful Georgia Tech contacts who can help you do some of these things, see People To Know.

Vice President

Shop Access

Shop keys should be retrieved and redistributed on a semesterly basis.

Buzzcard access should be managed by the following criteria:

Access to external SCC doors should be provided to all dues-paying members.

Access to the common machining area and RoboJackets shop should be provided to all Core members, I.E., access should be given to members as soon as their names are added to the Core contact sheet, after attending their first Core meeting.

To ensure these access groups are properly maintained, access should be revoked on a yearly basis, ideally close to dues deadline.

Secretary

-Should help manage events, book classrooms and space for events, take meeting minutes, organize club documents, etc.


Public Relations Chair

Materials

These need to be maintained and updated every year. They should always have our website, the Presidents contact info and the PR contact info on it.

Website and Gallery

Make certain all officers and team leaders both have the necessary access and know how to post to the website. Also maker sure people who need to be able to post the gallery both know how to and have access as well. In addition to accessibility, keep them fresh, updated and alive.

Mechanical Engineering Brochure

This is a brochure that the ME department uses. They use this for one whole year and it is given out to prospective students, new students, possible sponsors (either to us or ME), visitors, and interested parties. This will also be given out by us at many events and should offer a good overview of who we are and what we did last year. To update this, talk to Rona Ginsberg and update the other things that are handed out that talk about us.

Intro Event Hand Out

Something about the size of a post card (maybe bigger). It should have our intro meeting time, date, location, logos of each event, the location of the SCC, and a short about us.

Business Cards

Should have the contact info for the Pres, V Pres, website, and for your self since you are the contact for all thing media related.

List of Leaders and Contact Info

Once the new officers and if necessary new team leaders have been decided, you need to update the list of Leaders and Team Leaders. This list should have both the cell number and email address of each team leader and officer. This is needed by Sterling Skinner (man who is in charge of the SCC) and it needs to be posted in the electrical room.

Shirts

Inventory all of the shirts and find out how many of each type and size. Figure out how many we need of each and get a quote.

Events

There are two important events that always happen and are a good source for new members. Also find out what else is going on around campus there will be more check with RIM and ME. Also look for department hosted socials to kick off the new school year these are great place to have a table and promote the RoboJackets. In addition, many schools have locations where you can put up a poster or some brochures.

FASET

This is the freshman student orientation. There are six events and this is by far one of the best ways to meet new and incoming students.

  1. In April the FASET application needs to be filled out and turned in
  2. RoboJackets Flyers
  3. Laptops for collecting emails
  4. Display

See HOWTO:_FASET for details

Grad Expo

This is for incoming grad students and happens only once in August.

  • 1) In May / June the application needs to be filled out and turned in.
  • 2) Handouts for Intro meeting (see intro meeting for more)
  • 3) Brochure from ME dept
  • 4) Display

If funding allows try to have a giveaway (ie. a RJ T-shirt NOT POLO's)

Involvement Fair

Usually held on Skiles Walkway during either first or second week of school in the middle of the day.

  • 1) App Due end of July / beginning of Aug.
  • 2) Handouts for Intro meeting (see intro meeting for more)
  • 3) Brochure from ME dept
  • 4) Display
Introductory Meeting

This one you have to setup and plan. It is suggested that you have it in the student center ballroom (because new students will at least know where the student center is located). It should also be on either the second or third week of class and not on Friday. Booking the event will cost some cash though not a lot (less than $100). Before the intro meeting you should visit each school ME, AE, EE, CS, etc and try to get the to spam their list about our meeting (around the first week of school). Once booked, the student center contact for events will need to meet with you about 2 to 3 weeks before hand to verify and make sure you are getting what we need.

You need at least

  • Powerpoint
  • Short video
  • Some robots
  • Pizza
    • Papa Johns offers a 30% discount for over 10 large pizzas or 7.99 a pie for over 10 larges
End-of-year Banquet

Once a year the club host an annual banquet to showcase our teams' accomplishments for the year to faculty, staff and students who are involved with RoboJackets. This event generally is centered around a presentation that is given by the officers and team leaders covering the club as a whole and each team. Food is also served in conjunction with the event.

You need at least:

  • Updated Powerpoint and Video
  • Some Robots
  • Food
  • Event Space

More information about the banquet

Other Events

Look for things like departmental socials and other events. You should try and find out about these in advance of their announcement inorder to have enough time to prepare. So talk to the people above in the People To Know section in the summer.

You need

  • Display
  • Brochure
  • Robots
FIRST Kickoff
FIRST Peachtree Regional

You need

  • Display
  • Brochure

Tool / Shop Master

Machines

Craftsman Bandsaw

Ryobi Drill Press

MIG_Pak_10_Welder

Technology and Computer Related

Each year, the IT committee should complete the following tasks

  • Dust shop computers
  • Wipe down monitors, keyboards, and mice
  • Evaluate any hardware needing replacement
  • Update the standard RoboJackets Windows Image
  • Submit a budget proposal like project teams

See the RoboJackets IT Docs on GT github for more info